> For the complete documentation index, see [llms.txt](https://docs.labii.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.labii.com/widgets/section-widgets/productivity/project-management/todo.md).

# ToDo

## Specs

| Label                     | Value                         |
| ------------------------- | ----------------------------- |
| **Version**               | 3.2.0 (updated on 2026-06-14) |
| **Developer**             | Labii Inc.                    |
| **Type**                  | Section                       |
| **Support Configuration** | No                            |

## Overview

The ToDo widget provides a lightweight checklist for tracking action items directly inside a record. Users can add tasks and nested subtasks, assign due dates, apply background colors or custom text colors for visual emphasis, and complete work with a single checkbox click. The widget also supports **AI Assistant** workflows through **ToDoGPT**, which can generate new task lists, migrate items from other task sources into the ToDo structure, and optimize an existing checklist for better clarity and sequencing. This makes the widget useful for experiment preparation checklists, project follow-up lists, sample handling reminders, and other small task collections that need to stay attached to the record where the work happens.

## Use Cases

* **Experiment preparation**: Track pre-run checks such as reagent preparation, instrument setup, and control verification within the experiment record.
* **Project coordination**: Break a project into parent tasks and subtasks so teams can see what still needs attention at each stage.
* **Sample processing**: Record stepwise sample handling tasks and mark each one complete as technicians progress through the workflow.
* **Visual prioritization**: Use custom colors to highlight urgent items, blocked work, or category-based task groups.
* **Compliance checklists**: Maintain simple completion lists for SOP review, cleaning checks, or documentation requirements tied to a record.
* **Meeting follow-up**: Capture discussion outcomes and convert them into actionable tasks without leaving the current record.
* **AI-assisted planning**: Ask ToDoGPT to draft a task list from a goal, protocol, or free-text request when starting a new workflow.
* **Task migration**: Use ToDoGPT to transform tasks copied from another system or unstructured notes into a clean parent-and-subtask checklist.
* **Checklist optimization**: Let AI reorganize, simplify, or clarify an existing task list so the next actions are easier for the team to execute.

## Interface

### Read-only View

The read-only view displays tasks in a vertical hierarchical list. Parent tasks can contain child tasks, and the indentation makes the structure easy to scan.

* **Task hierarchy**: Parent tasks appear at the top level, while subtasks are indented beneath their parent task.
* **Status checkbox**: Each task includes a checkbox that can be clicked to mark the task complete or incomplete.
* **Task title**: The task name is shown inline and remains the primary label for each item.
* **Due date display**: Due dates appear on the right side of the task row. Overdue tasks are shown in red for fast identification.
* **Color formatting**: Tasks can use a background color or custom text color to visually distinguish priority, status, or category.
* **Quick actions**: Action icons on the right let users add a child task, edit the current task, or delete it.
* **Drag handle**: Each task includes a drag handle for reordering and restructuring the hierarchy.
* **AI Assistant access**: Users can invoke ToDoGPT to create, migrate, or refine tasks without manually rebuilding the list from scratch.

When a task is completed, the checkbox changes to a checked state and the task title is shown with a strikethrough so finished work is easy to distinguish from open work.

<figure><img src="/files/9dafyVuesN8PWZAJ0ITF" alt="Read-only view of the ToDo widget showing parent tasks, subtasks, due dates, and action icons"><figcaption><p>The read-only view shows a nested checklist with color cues, due dates, and quick task actions</p></figcaption></figure>

### Edit View

The edit view uses the same list-based interface, but focuses on creating and updating task details inline. Users do not need to open a separate task record to manage checklist items.

* **Inline task creation**: Add new top-level tasks directly in the widget.
* **Subtask creation**: Create child tasks from any existing task using the add action.
* **Task editing**: Update the task name, due date, background color, or text color from the edit action.
* **Immediate completion updates**: Toggle completion status without leaving edit mode.
* **Hierarchy editing**: Drag a task to a new position to reorder it or nest it under another task.
* **AI-assisted editing**: Prompt ToDoGPT to generate new tasks, restructure imported tasks, or optimize wording and grouping for the existing list.

<figure><img src="/files/6wGOsVXHiH6FgfQAXxgJ" alt="Edit view of the ToDo widget showing inline task editing and hierarchy controls"><figcaption><p>The edit view supports inline task creation, styling, due-date management, and drag-and-drop hierarchy changes</p></figcaption></figure>

{% hint style="info" %}
The ToDo widget is designed for lightweight checklists inside a single record. If you need assignees, table-backed records, recurrence, or broader task reporting, use the [Tasks](/widgets/section-widgets/productivity/project-management/tasks.md) widget instead.
{% endhint %}

## Configuration

The ToDo widget does not require a separate widget configuration panel. All task management happens directly in the section interface.

### Initial Setup

{% stepper %}
{% step %}
Open the target record and add a new section using the **ToDo** widget.
{% endstep %}

{% step %}
Click **Add ToDo** to create the first top-level task.
{% endstep %}

{% step %}
Enter the task title, optionally set a due date, and apply a background color or text color if visual highlighting is helpful.
{% endstep %}

{% step %}
Save the task, then continue adding more tasks or subtasks as needed.
{% endstep %}
{% endstepper %}

### Required Settings

* **None**: The widget works without any separate configuration fields.

### Optional Settings

* **Due date**: Add a due date when the task needs time-based tracking or overdue highlighting.
* **Background color**: Apply a row background color to group related tasks or emphasize urgency.
* **Text color**: Change the task text color when a lighter visual cue is preferable to a full background highlight.

{% hint style="info" %}
Because styling is applied per task, teams can mix neutral checklist items with highlighted exceptions in the same widget.
{% endhint %}

### Advanced Configuration

There are no advanced widget-level settings. Advanced organization is achieved by combining subtasks, color conventions, and drag-and-drop hierarchy changes within the list itself.

## Additional Functions

### Adding Tasks and Subtasks

Users can build simple or multi-level checklists without leaving the current record.

{% stepper %}
{% step %}
Click **Add ToDo** to create a top-level task.
{% endstep %}

{% step %}
To create a subtask, click the add action on the target parent task.
{% endstep %}

{% step %}
Enter the subtask details and save. The new item appears nested under the parent task.
{% endstep %}
{% endstepper %}

### Completing Tasks

The widget supports fast completion updates directly from the checklist.

{% stepper %}
{% step %}
Locate the task you want to complete.
{% endstep %}

{% step %}
Click the checkbox beside the task title.
{% endstep %}

{% step %}
The task is marked complete immediately. Click the checkbox again if you need to reopen it.
{% endstep %}
{% endstepper %}

### Drag-and-Drop Hierarchy Changes

Dragging does more than reorder the list. It can also change the task structure.

{% stepper %}
{% step %}
Grab the drag handle for the task you want to move.
{% endstep %}

{% step %}
Drag the task to a new position in the list.
{% endstep %}

{% step %}
Drop it onto another task to make the moved task, along with its children, a subtask branch of the target task.
{% endstep %}
{% endstepper %}

{% hint style="warning" %}
When you move a parent task, all of its child tasks move with it. Review the hierarchy after large rearrangements to confirm the checklist structure is still correct.
{% endhint %}

### Editing and Deleting Tasks

* **Edit**: Use the pencil action to change the task title, due date, or color styling.
* **Delete**: Use the delete action to remove a task that is no longer relevant.
* **Hierarchy cleanup**: Delete obsolete subtasks promptly so parent tasks remain easy to review.

### AI Assistant

The ToDo widget supports **AI Assistant** actions through **ToDoGPT** for teams that want faster checklist creation and refinement.

{% stepper %}
{% step %}
Open the ToDo widget and launch the **AI Assistant** option.
{% endstep %}

{% step %}
Describe what you need:

* Create a brand-new task list from a goal or workflow
* Migrate tasks from another task source or pasted notes
* Optimize an existing ToDo list for order, grouping, and clarity
  {% endstep %}

{% step %}
Review the AI-generated or AI-updated tasks, then save or adjust individual items as needed.
{% endstep %}
{% endstepper %}

* **Task generation**: ToDoGPT can draft a complete checklist from a simple prompt such as a protocol objective, project milestone, or daily plan.
* **Task migration**: ToDoGPT can convert copied tasks from another tool into the ToDo widget's parent-and-subtask format.
* **Task optimization**: ToDoGPT can simplify duplicate tasks, improve task wording, group related work, and suggest a cleaner execution order.

{% hint style="info" %}
AI-generated tasks should be reviewed before execution, especially for regulated, safety-sensitive, or time-critical laboratory workflows.
{% endhint %}

## Best Practices

### Checklist Design

* Use top-level tasks for major workflow stages and subtasks for the specific actions required to complete each stage.
* Keep task titles short and action-oriented so users can scan the list quickly.
* Reserve color styling for meaningful categories such as urgent, blocked, or review-required tasks.
* Use ToDoGPT for the first draft when starting from a rough idea, then refine the hierarchy manually for record-specific details.

### Due Date Management

* Add due dates only where timing matters. Overusing dates can reduce the value of overdue highlighting.
* Review red overdue items regularly and either complete, reschedule, or delete them to keep the list trustworthy.
* Use parent tasks to represent milestones and subtasks to represent the dated activities needed to reach them.

### Workflow Integration

* Place the ToDo widget in records that drive day-to-day work, such as experiment, project, or sample records.
* Use the widget for lightweight operational checklists and pair it with richer workflow widgets when the process becomes more structured.
* Agree on a simple team color convention so different users interpret highlighted tasks consistently.
* Use AI migration when moving from external notes or task tools, but verify that due dates, hierarchy, and terminology match your Labii workflow before relying on the imported list.

{% hint style="success" %}
The ToDo widget works best when it stays lightweight. Use it for the work people need to check off in context, not as a replacement for a full project management database.
{% endhint %}

### Common Pitfalls to Avoid

* **Avoid** adding too many nesting levels, which makes the checklist harder to scan and maintain.
* **Avoid** using many unrelated colors without a shared meaning, which reduces the value of visual cues.
* **Avoid** keeping deleted or obsolete completed tasks indefinitely when they no longer help the workflow.
* **Avoid** accepting AI-generated tasks without review when the checklist affects compliance, sample handling, or instrument operation.
* **Instead** keep the hierarchy shallow, use consistent colors, and clean up finished checklists when the record no longer needs them.

### Maintenance and Troubleshooting

* If the task order looks wrong, verify whether a task was dropped into a new parent rather than simply reordered.
* If the list feels cluttered, split one long checklist into several parent tasks with clearer subtasks.
* If color styling becomes inconsistent, reset the team convention and update only the tasks that truly need emphasis.

## Related Widgets

* [**Tasks**](/widgets/section-widgets/productivity/project-management/tasks.md): Use Tasks when you need a table-backed task system with broader structure, while ToDo is better for lightweight record-level checklists.
* [**Steps**](https://github.com/Labii/labii-gitbook-docs/blob/gitbook/widgets/process-management/steps.md): Combine ToDo with Steps when a checklist needs to sit beside a more formal process execution workflow.
* [**Flowchart**](https://github.com/Labii/labii-gitbook-docs/blob/gitbook/widgets/process-management/flowchart.md): Choose Flowchart when the work is better represented as a branching process diagram than as a checklist.


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